The "Inbox" tab in the Invoices section of Accrualify is where all invoices with "NEW" status go for review. Invoices with "NEW" status will never appear in the general invoices grid until their status is changed to "PENDING" after being submitted for approval.
To access the invoice inbox, navigate to the Invoices section, then click on the "Inbox" tab at the top. If you have invoices for review, there will be an orange icon with the number of new invoices needing to be reviewed just above the tab. Example:
After clicking on the Inbox tab, you will see a grid with all invoices awaiting review. To start the review process, click on the "Start" button at the top left of the screen to start with the first invoice.
If you wish to review a specific invoice, simply click on the edit icon () in the action column for that invoice.
Once you have started the review process either with the "Start" button or the edit icon, you will be brought to the Inbox Editor screen:
This view gives you a PDF/image viewer to compare the invoice to the input data on the right. You can easily update or edit fields, match the invoice to a PO, add or edit invoice line items, or change the accounts associated to the invoice. To access line items and accounts, just navigate between the tabs to the top right of the invoice viewing window.
Once you have finished reviewing the invoice, you have two options for submitting for approval.
Option 1: Use the Submit for Approval drop down button and manually request approval
The Request Approval option will let you manually select approvers. Once selected, a modal window will appear allowing you to select an approver. After selecting the approver, just hit submit to send off the approval request.
Option 2: Use the Submit for Approval drop down button and follow the default approval workflow
The Submit for Approval option will kick off the default approval workflow defined in the administration settings. No other actions will need to be taken in this screen for this option.
If you click the "Submit and Next" button, this will utilize the default approval workflow and bring you to the next invoice for review.
Based on your company defaults, "NEW" inboxes will remain in the inbox until being processed or will automatically go into the default approval workflow after a set number of days to prevent backlog.
To see your company's defined Auto-start rule is, navigate to "Settings" from your avatar drop down menu, then click on the "Company Default" button at the top right to open your defaults menu.
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